MY Expenses

• MY expenses allow you to view and create expense claims.

• You can enter a personal expense claim OR a business credit card claim.

• A personal expense claim will be paid to the Resource directly whereas a business credit card expense will be logged for bank reconciliation to the credit card bank account.

Note

• For users to input their expense claims they will need to be a Resource. Their user account will need to be updated with the resource, bank account and payment terms.

• Expense products will need to be created and accessible for the Resource entering the expense claim.

• Authorisation Workflows will need to be created if you want there to be an authorisation process.

• Document types for a personal expense and/or a credit card expense will need to be available.

• User Roles for Credit Card entry will need to be assigned to the user.

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Create an Expense claim

1. Open the MY expense menu option.

   

2. Select New.

• This will display the available Document types as per the systems settings. Highlight the chosen type (Personal expense or credit card expense) and select Create.

  

3. Fill in the required fields.

   Required fields explained

   • Transaction Date will default to today’s date which can be over-written.
   • Due Date will automatically calculate according to the Resource payment terms.
   • Period: The accounting period for the order (available for reporting filters).
   • Legal entity mandatory field that may be pre-populated depending on settings.
   • Type will be populated with Expense – Personal.
   • Resource will be defaults to the resource linked to the user account.
   • Description is used for a summary description for the expense claim. This is a mandatory field.

   

4. Select Add to create a new expense line(s) then fill out the required fields

   Required fields explained

   • Date: Of the expense
   • Product: Select from the validation list.
   • Account: Mandatory field which will be pre-populated from the product .
   • Description: Mandatory field which will be pre-populated from either the product or Account record, either of which can be amended.
   • Tax Band: Mandatory field which will be pre-populated from either the product or Account record, depending on settings this may/may not be available for amending.
   • Non recoverable: Tick this checkbox if there is VAT on the expense but there isn't a tax receipt attached.
   • Unit: Defaulted from the system settings or the product which can be amended.
   • Quantity: Determines the number of units being ordered per unit.
   • Unit Price: May be pre-populated from product price on the product or manually entered.

   Note

   • Line Headers and footers can be added to group expense lines. Tax and Currency can also be amended if required.

     

   

   Do you need additional posting attributes?

   Tip

   In addition to the standard line fields, additional Attributes may be needed.

   • These could be optional or mandatory fields based on the setting of the product.
   • Display of these fields is optional based on the Attributes toggle button.

   

   • Clicking on the icon alongside the Attributes button changes the display to only show the lines, which is useful for documents with multiple lines.

5. Attach receipts if required.

   How to attach receipts

   • Select

   • To upload from a location on your PC Select

   • Locate the file you wish to upload and select open.

   Note

   You can upload receipts by dragging a file from the location and dropping this into the relevant attachment sub section.

6. When you are happy with the expense press Submit.

   

• If you have not setup an Authorisation Workflows the expense will automatically convert to an approved status.

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